HomeMy WebLinkAboutAgenda - 01-30-2007-2ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: January 30, 2007
Action Agenda
Item No. a
SUBJECT: Space Study Continued Discussion
DEPARTMENT: County Manager and PUBLIC HEARING: (Y/N) No
Purchasing and Central Services
ATTACHMENT(S):
Departmental Summary
Advisory Board Comments
DSS Proposal for use of old Orange
Enterprises Building on Valley Forge Road
Map of Homestead Road Campus
INFORMATION CONTACT:
Laura Blackmon 919 245-2300
Pam Jones 919 245-2652
PURPOSE: To receive comments from the County Manager regarding her review of the space
information presented November 9, 2006; and to identify and confirm occupants of the Gateway
and office building on the new County campus.
BACKGROUND: During the November 9, 2006 worksession the Commissioners requested that
the new County Manager solicit additional input from County Departments and associated
advisory boards and to provide feedback on the study recommendations. The information
'contained in the attached documents provides the results of that review.
FINANCIAL IMPACT: The County's Capital Investment Plan will be presented in the Spring
2007 and will reflect the specific financial impact of study options recommended for
implementation.
RECOMMENDATION(S): The Manager recommends that the Board:
• Discuss the information and confirm the Manager's recommendations regarding
space allocations within the Gateway and County campus office building in order to
allow the program to be developed and the construction schedule maintained; and
• Direct the Manager to place the approved items on the February 6, 2007 County
Commissioner meeting consent agenda for formal approval; and
Accept other Manager's recommendations as cited in the attached information.
a
Memorandum
TO: County Commissioners
From: Laura Blackmon, County Manager yJ
RE: Space Study Comments
Date: January 30, 2007
Upon my arrival as the County Manager, the Board asked me to review the space study
as presented on November 9, 2006 and provide comments after soliciting additional
information from departments and their advisory boards. This report documents the
results of my review.
After reviewing the basis of the study with staff, I feel that, generally speaking, the
recommendations are sound. As the Board may know, a fairly elaborate needs
assessment was conducted in 2000 to determine the departmental space needs upon
which the foundation of the current study is based. The guiding principles used to
analyze and determine space locations and adjacencies support organizational goals I
advocate. The study period projected space needs for a period of twenty years and
was updated in both 2004 and 2006 to reflect current conditions. Except for areas
specifically noted in this document, staff is confident that implementing the study
recommendations as presented in November 2006 will provide adequate space for
County operations throughout the study period. A full schedule of departmental
requirements is attached for your information.
Based on my independent review and comments from various advisory boards, I have
three primary areas of concern.
• Operations space for both Health and Social Services at the Whitted Building
• Expansion capabilities at the Homestead Road Campus
• Departmental' locations for the Downtown Hillsborough County Campus
Health and DSS Space at the Whitted Building
One of my primary concerns is our ability to address the comments from the Health and
DSS Boards with respect to the Whitted Building (see attached comments from Boards).
Efficient operations in both departments are currently hampered by overcrowded
conditions with only minimal additional space recommended for reallocation. Although
the report presented November 2006 recommends the Heritage Center be located at
this facility in approximately 10,000 square feet of space that the Library will vacate, I
propose the Board allow me to work with staff to identify an alternative location for the
Center, thereby allowing the total approximately 12,000 square feet to be allocated for
use by these two departments (2008).
3
Further, following a preliminary assessment of the facility, I believe the longer term
needs of Health and DSS will best be met by dedicating the Whitted Building exclusively
to these two departments. To further that goal, I propose to relocate the Housing and
Community Development offices to the county campus office building (2008) and
ultimately pursue alternative arrangements for the mental health agency that occupies
a significantly sized suite of offices in the building (timeline to be determined). Should
this plan be implemented, approximately 20,000 square feet of additional space would
be available to meet Health and DSS departmental needs within the Whiffed Building.
While this expansion may not be sufficient to address the twenty-year space planning
window for Health and DSS, it should provide significant relief from the current over-
crowded conditions for a reasonable period of time. As noted in the attached
memorandum, the Health Department staff will be studying future service delivery
options for- recommendation to the Board of Health. This plan will affect the type and
amount of space needed for their operations and will provide valuable guidance as we
develop a long-term solution for operational space. Long-term - recommendations
regarding this facility will be brought forward for Board consideration as information
becomes available and analysis is completed.
Old Orange Enterprises Building (OE)-DSS Program Space
To further address the needs of DSS, I recommend the Board entertain a proposal from
the DSS Director regarding the use of the old Orange Enterprises (OE) facility located
on Valley Forge Road, Hillsborough. As you mayl remember, the County facilitated the
purchase of a new building on Elizabeth Brady Road for ownership by OE in 2005. The
County agreed to appropriate $100,000 each year for three years to allow Orange
Enterprises to purchase the new building. That obligation is fulfilled with the
appropriation of funds in FY 2007-2008.
The attached proposal outlines a variety of uses by DSS that would allow them to
provide additional space to both operations at the Whitted and Southern Human
Services Center. Further, it would provide a more adequate level of meeting space for
their departmental functions, as well as providing some flexibility in general County
meeting space, since it could be scheduled for training or other uses by County
departments.
The study presented on November 9 outlined several options that had been discussed
as uses for the OE building. However, in my opinion, using the facility to address the
overcrowded conditions for DSS at both the Whitted and Southern Human Services
Center appears to be the best use of the facility at this time. It is further noted DSS can
draw down matching funds for improvements that are made to the space to make it
acceptable for DSS use. If the Board is amenable to utilization of the building in this
manner, staff will proceed to develop project costs to be presented for consideration
during the upcoming Capital Investment process. It is notable that the increase in
operational costs for this facility would be minimal, since the County paid operating and
maintenance costs of the building during the period it was occupied by OE.
2
Homestead Road Campus
I applaud the Board for the foresight demonstrated in the purchase of the Homestead
Road property in 1992. A campus environment for operations in southern Orange
County is certainly an efficient way to provide service to our public. I encourage the
Board to retain the flexibility on the site in order that we may meet future county space
needs.
That said, it is my understanding there are two building footprints available at the
Homestead Road Campus, assuming the residence is removed from the site. (see
attached map). Based on feedback from the Health, DSS and Aging departments,
along with comments from their respective boards, the expansion requirements to meet
long-term space needs at the site are likely to exceed the capacity of a single building
footprint. Further, I have been advised by staff that the preliminary assessment of
using the Old Post Office to meet twenty-year service demands does not look
promising.
Justice Facilities in Southern Orange
The greatest unknown for development at the Homestead Road Campus is for judicial
space. As the Board is well aware, counties are mandated to provide space for court
and court-related functions. At present, those needs are met through the use of the
Town-owned court facility on Franklin Street and approximately 9,000 square feet of
space leased by the County at two locations in Carrboro.
The Board recently requested County staff explore existing or expanded facilities at the
Franklin Street site to meet long term court facility needs. Based on their preliminary
review utilizing old building plans provided by the Town, it appears the expansion area
within the current building may not be sufficient or suitable for current court needs. The
area for use by court and court-related offices is currently occupied by a teen center and
offices that were abandoned by the District Attorney several years ago, as well as some
areas that are currently being used as storage for Town records. Much of the area is in
a mostly windowless basement and would be challenging and expensive to retrofit into
suitable offices for court services.
While the court needs for the southern part of the County are less developed than those
in Hillsborough, meeting the twenty-year court needs would most certainly require
expansion of the Town's building, particularly if we are to assume the Post Office would
remain in the building as well. Professional services will be needed in order to
determine with any greater specificity the costs and feasibility of using the basement
area for court offices or expanding the building. Many of the concrete walls appear to
be load bearing and would require a diligent review of the structure before any type of
reconfiguration work in the basement area were to begin.
It should also be noted that. newspaper reports indicate the Town is considering the
request for use of the Old Post Office space by the Children's Museum.
3
5
Based on the uncertainty of availability and the extent of development costs that we
could expect, I would recommend that the Board designate one of the two remaining
building footprints at the Homestead Road Campus to assure that the County can meet
the mandate to provide adequate court space.
Human Services Building Expansion
Twenty-year projections for space needs of the current occupants of the Southern
Human Services Center, including DSS, Health (with dental clinic), Housing and
Community Development, Child Support Enforcement could easily exceed the
expansion footprint for the existing human services building. The actual extent of impact
will be determined largely by decisions made by the Board of Health regarding future
service delivery models, as mentioned earlier in this document. The increased level of
expansion, along with associated parking, will encroach on the remaining building site
between the human services building and the Seymour Center.
Seymour Center Expansion
Further, the Master Aging Plan indicates the need for expansion of the Seymour Center
during the twenty-year planning window to provide space for active senior programming,
as well as for adult day health for the more frail and elderly senior. The 22,000 square
feet of proposed expansion would essentially double the size of the Seymour Center.
This expansion and associated parking would also encroach on the building footprint
between the Seymour Center and the existing human services building.
Residence on the Homestead Road Campus
In view of the human services needs as cited by departments and their advisory boards,
and considering the court needs that the Homestead Road campus may be called upon
to satisfy, it is apparent to me that the single building area between the senior center
and the human services building will not be adequate. Although we have discussed
upfit of the residence to help alleviate the overcrowded conditions of DSS at the
Southern Human Services Center, the benefits derived would provide only minimal relief
and it is my recommendation the house be removed in order to afford a more efficient
use of the property.
4
Y?
County Campus
After review of the recommendations for occupants of the downtown Hillsborough
County Campus and in anticipation of departmental reorganizations that I am
contemplating, I am recommending occupancy of the downtown county campus
buildings as follows:
Link Center:
Current Square Desired Square
Footage Footage
1,562 2570
1,200 2900
0 5000
700 1,740
1,000 2,350
1,350 1,900
This recommendation differs from the information presented during the November 9,
2006 worksession in the following manner:
• Personnel Department is being confirmed as an occupant of the Link Center.
• The BOCC meeting room is recommended for the Link Center. At this time, it is
not recommended for use as a performance center. The needs of performance
space are specific and are diametrically opposed to those of a public meeting
room. While the room can be designed to multi-task in several areas, use as
performance space is not recommended at this time. Should the Board indicate
an interest in doing so staff will assess options for the performance space that
may be available for this purpose.
• Final square footage allocations sufficient to meet departmental needs will be
finalized during departmental reorganization.
Gateway Building
Current Square Desired Square
Footage Footage
1,400 2,100
3,500 3,500
3,800 5,930
5,263 7,620
5
7
This recommendation differs from the information presented during the November 9,
2006 worksession in the following manner:
• Tax Assessor and Revenue Department were originally recommended to be
located in the County Campus Office Building. However, greater operational
efficiency is possible if they are co-located in Gateway with the Register of Deeds
and Land Records.
• Final square footage allocations sufficient to meet departmental needs will be
finalized during the programming of the Gateway Building.
Office Building:
Current Square Desired Square
Footage Footage
Plannin and Inspections 4,800 13,150
County Engineer 300 700
Economic Develo ment 741 1,020
Environmental Health 2,000 7,030
Information Systems 1,240 2000
Housin and CD 1200 2,060
ERCD 1600 2,500
Reorganization and/or meeting space 4000
as may be required
This recommendation differs from the information presented during the November 9,
2006 worksession in the following manner:
• Housing and Community Development offices are recommended for occupancy
in this building, thereby allowing additional space to meet the space needs of
DSS and Health in the Whiffed Building.
• Information Systems is recommended for occupancy in the building.
• ERCD is recommended for occupancy in this building.
• Space is allocated for meeting rooms and/or use by departments affected by
reorganization.
• Final square footage allocations sufficient to meet departmental needs will be
finalized during departmental reorganization.
Additional Comments from Advisory Boards
In addition to the Health, DSS and Aging Boards comments referenced earlier, the
Human Rights and Relations and Recreation and Parks Advisory Council (RPAC)
provided comments regarding the space study recommendations.
6
9
The additional space is available as per the original recommendations for Human
Rights and Relations. They will be able to expand into adjacent space at their
current location.
• 1 wish to consider the implications of comments by the RPAC further before
recommending modifications to the study findings. The study recommends the
administrative offices of the Recreation and Parks Department be relocated to
the current Emergency Management Offices on New Hope Road when those
operations are relocated to the Meadowlands facility within the next 12 months.
The location of the parks operations base is recommended for the New Hope
Park Blackwood Farm, approximately 1/2 mile away. Final recommendations to
the Board could be presented to the Board during the Capital Investment Plan
presentation in March.
Conclusion
My thanks go to each of the Departments and their advisory Boards for their diligence in
providing feedback to the study recommendations. Addressing space needs is a never-
ending and costly initiative. I appreciate the spirit in which the work has been
completed.
7
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The Proposed Men's Shelter on Homestead Property
Position Statement
Orange County Advisory Board on Aging
November 8, 2006
Regardless of the merit of need for a Men's Shelter or the location of it on the county's
Homestead Road Campus, the Board of County Commissioners first commitment should
be to the county's Health, Social Services and Aging Services provided on the property
and the need for their expansion over time.
The older 60+ population in southern Orange is projected to double from approximately
12,000 to over 24,000 by 2020, just thirteen years from now. The Old-Old (85+), who
are more likely to have special service needs due to declining health (50% + have
dementia), will also double in population. This will require the expansion of the new
Seymour Senior Center to serve more well-active older adults, (M.A.P. projection of a
minimuml5,000 sq. ft.) but we also must consider adding adult day health services
adjoining the Seymour center on the Homestead Property in the near future for
transitional care assistance.
The Advisory Board on Aging requests that before any other special population
service is added to the County's Homestead Campus (such as the Men's Shelter),
Orange County should prepare a Growth Study Report of existing department
services offered or projected to be offered over the next thirty years or beyond
( or the proposed re-location of existing services). The report should identify the
Homestead property land to accommodate the projected growth and determine if
there is sufficient land to provide other services such as the Men's Shelter.
Submitted on behalf of the board by
Jack Chestnut, Chair
Orange County Advisory Board on Aging
AAzt, r? 2-,4
Department on Aging Space Needs Update to 2020
January 10, 2007
In reviewing the November 6 h Orange County Space Needs Update Report and.preparing
the Master Aging Plan (M.A.P.) Update for 2007-11, the following comments are made.
Overall, the Space Needs Update Report is very good and comprehensive. However,
additional space and land will be required to meet the operational demands of the
Department on Aging through the year 2020. The two new senior centers - the Seymour
Center at the Homestead Campus and the Central Orange Senior Center at the Sportsplex
Campus - once constructed and occupied in May, 2007 and spring, 2008 respectively,
will establish highly visible, consolidated service locations in the county for older adults
that will catch up to the current service demands not future growth. (The Department will
begin doubling up additional staff in existing offices.)
Facility space additions and land will be required at both sites based on the older adult
60+ population doubling in just thirteen years from now- 2020. The county population
projections for 2020 will go from 16,000 to over 33,000 older adults. In southern Orange
the projected older adult population will jump from 12,000 to over 24,000. The Old-Old
(85+), who are more likely to have special service needs due to declining health (50% +
have dementia), will also double in population.
Department on Aging (Seymour Center- Homestead Site)
Additional Space -22,000 sq. ft.
1. M.A.P projection -15,000 sq. ft. (programming and administration) add on to serve
Well-active older adults.
2. M.A.P. projection - 7,000 sq. ft add on and co-locate a southern adult day health
program to the Seymour Center for the frail older adults and transitional care service.
(This creates same Well-Frail Service co-location model as established at the Central
Orange Senior Center.)
Department on Aging (Central Orange Senior Center- Sportsplex site)
Additional Space - 8,000 sq. ft.
1. M.A.P. projection - 8,000 sq. ft. (programming/administration) add on to serve well-
active older adults.
Senior Center Space Use. Both new Senior Centers will be in high demand for general
use by outside groups. The Department on Aging with its new facility scheduling
software should oversee and book all reservations, but under new facility use guidelines
approved by the County Commissioners. First priority for non-senior programming use
should be. Orange County government departments and boards.
Submitted by:
Jerry Passmore, Director
Orange County Department on Aging
4fl&chmzr-+- 7--5
a
To: ° Orange. County Board of Commissoners
From: Orange County Board of Health
Cc: Laura Blackmon, County Manager
Donna Baker, Clerk to Commissioners
Pam Jones, Purchasing and Central Services Director
Rosemary Summers, Health Director
Re. Space Needs for Health Department
.Date: December 29, 2006
IR 6
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JAN 0 3 Lqo
cr;anne cou"yr
Purt;i asfng ytli:!!" awli':,t
.In November, the Board of Health heard, a report of the recommendations for the
adoption of the Space Study proposed to the Board of Commissioners. There are
several items of concern to the Board of Health that we want to make sure receive
your consideration and attention.
The Board is particularly concerned about the timing for addressing CURRENT space
needs for the Health Department, The Department has acute needs in each of our
current locations. According to the information provided, the earliest attention to
heaith.department/social services needs will be 2010, even for planning purposes. The
reallocation of vacated space does not take into account acute current service. needs of
these. departments, The Board of Health is concerned because the populations served
by the Health Department are unlikely to appear before Commissioners to, advocate for
themselves. The Board wants to make sure that services to the northern parts of the
county are not compromised. The Health Department is currently struggling with the
space we. have now to serve our population adequately. The need estimates of square
footage contained in the space study are current, not future needs.
The Board was pleased to hear the Environmental Health staff will be accommodated
in the new downtown Hillsborough county office campus. We concur with.the need to
co-locate.this staff with the planning department for easy access for citizens, The
current space needs for the services provided by this staff are estimated to be 5300
square feet. Within five years, we expect to have an additional 6 staff members and in
l0 years 3 more (not included in this basic estimate). This figure also does not include
access to shared conference space. The Board feels strongly that the environmental
health staff should not be further "subdivided/' rather the entire staff needs to be
accommodated in a single location.. It was unclear from the presentation whether the
projected space to be constructed will be large enough for all of the functions intended
to occupy that space. The staff will be pleased to work in collaboration with planners
as this project moves forward.
Each of our clinical facilities has acute needs. Laboratory facilities (including patient
bathrooms for sample gathering) at Whitted are inadequate and do not meet.standards
of care. Patient, privacy during check-in is also not adequate for either dental or
personal health. It is more than apparent that the services that are offered in both
personal health and dental health are constrained by a combination of facility
restrictions and staffing. For example, the current facility at the Whitted Center will
only accommodate two clinical teams providing health services. The demand for
services exceeds the capacity of the facility to provide. these services efficiently: This
results 'in patients often waiting for more than 30-45 minutes for an exam room to be
available before services can be delivered.. The populations. that we serve have specific
cultural needs as well that cannot be easily accommodated. For example, Latino
clients often require a spouse and an interpreter during the visit. It is difficult to
handle this in the current exam or interview rooms. Neither of the waiting rooms at
SHSC and..Whitted is large enough to allow a separation of "sick".and "well" patients,
This is standard practice in most doctor's offices to ensure that well patients do not
become ill by contact in the waiting rooms. There are no separate exterior entrances to
the negative pressure rooms.
Page 2
December 29, 2006
Space Needs Letter to Commissioners
Dental services are limited by a combination of the number of patients that can be scheduled for the
operatories (dental. chairs) that.are available and the number of staff available to provide services.
Approximately 4000 patient visits are made each year to our dental locations. 'This is the "cap" for the
facilities that are currently available. There is an eight to twelve month "recall" on hygiene patients
because the facilities will not accommodate more patients. Dental treatment needs identified at hygiene
appointments are difficult to schedule in a timely manner. In.each location, there are two operatories
located in the same room without any barriers, which is, not adequate to protect patient privacy. Medical
histories are reviewed by the dentist with another patient able to hear the discussion. Neither waiting
room is adequate for the current patient load.
the board has directed staff to gather information regarding costs of staffing and equipment for one
clinical site versus dual clinical sites for personal health services and dental health services. In addition,
staff is looking at the facility size needs for one facility versus maintaining two locations. We expect that
the staff will be completed with this work by the end of January 2007.
The Board: is primarily concerned about access to health services and are very clear that if a single clinical
site is pursued for either personal health services or,dental health services, that single clinical site should
not be located in the southern portion of the county (Chapel Hill area). The Board feels strongly that
although they are not adequate, there are more medical and. dental resources available in the southern
part of the county than the northern areas (Hillsborough included). While increases in transportation
services may mitigate some of these concerns, there will continue to be significant access to service
issues for the next 15-20 years. If Commissioners choose to pursue a single clinical facility, the Board of
Health feels strongly that the only locations acceptable for adequate access to services is a location
proximate to the Hillsborough area (geographical center) of the county.
The Board of Health recognizes the need to phase building projects over time, and respectfully: requests
that the Board of Commissioners consider interim plans to accommodate acute needs of Departments
providing direct services to populations that do not have any other service choices.
ORANGE COUNTY ? w:? ?? :?. Fn?tra A - uAm 7-'?
"FREF
(9119) c'ss--387 t (C l; '919) 9(10-3879 ("s°)
HUMAN RIGHTS AND RELATIONS
December 18, 2006
Orange County Board of County Commissioners
C/o Pamela Jones, Purchasing Director
RE: Orange County Space Needs Update & the Department of Human Rights and Relations
Dear Commissioners;
I write on. behalf of the Orange County Human Relations Commission regarding the Space Needs Report
as it pertains to the Orange County Department of Human Rights and Relations.
The Orange County Space Needs Update offers two options to accommodate the Department's needs and
an update. The options and update read:
"Interim: This Department could expand into an adjacent suite at the 501 W. Franklin Street
location as the space need dictates and as tenant turn-over occurs.
Long Term: The term space needs could be satisfied by relocating this department to
Hillsborough in the Administration building proposed for the new county campus.
Update;. This study recommends that the Human Rights and Relations Department remain at its
current location at 503. W. Franklin Street, Chapel Hill."
The current update recommends that the Human Rights and Relations Department remain, at its current
location at 501 W. Franklin St. in Chapel Hill. "While the location .in Chapel Hill remains adequate
because it is close to the bulk of the population, the space in which the Department is located is
inadequate for the Department's needs.
The current Department is situated in a space with a small reception area, four adequately sized offices, a
bathroom, a .mini-kitchon/copier/supply area, and a small storage area. The space does. not provide
adequate space for the Commissions, the public or storage of confidential records and supplies.
The Department currently provides staff support to two large advisory bodies with active subcommittees
that require meeting space. In addition to regularly scheduled meetings, these committees frequently
meet in the evening and outside of working hours. Unfortunately, there is not enough space in the
Department to accommodate even a small working committee of five individuals. While the Department
technically has access to the meeting spaces in the Visitor's Bureau and the Skills Development Center,
these spaces are not readily available at the time the Commissions need to meet (evenings and weekends).
Likewise; coordinating the use of other. County space, particularly on weekends, is difficult.
I?
Additionally, the Department is working on amassing a collection of social justice; books and videos to
share with members of the public. The Director has even spoken, with the library director about using the
same check out system to lend resources to the community. There is, however, no room for the
community to come and peruse the Department's growing: collection.
Finally, the Departinent has .a growing body of confidential case files which must be:retained. The small
storage room in which the files are contained is full and there is no other place to safely store these
confidential records.
The Department's space needs and the plan to fulfill those needs. should include a meeting room that will
accommodate minimally seven (7) individuals and a large table. The interim plan to have the Department
expand to another suite seems to be a suitable compromise but according to the updated plan it.no longer
seems to :be a consideration. If it is not possible to increase the Department's space at its current location
then relocation to the Administrative Building should be considered.
incerely,
L v
William T. He dr' son, hair
Orange County Human Relations Commission
Xal-axtion F:vi( PAA Nvisep6vuncit
Of, f OrNnia elpv4t j
P.O. Box 8181, 300 W. Tryon St., Hillsborough, NC 27278 (919) 246-2660
January 15, 2007
Re, c e ;"t:rtwc;i
Ms. Pam Jones, Director
Orange County Central Services
P:O. Box 8181
Hillsborough, NC 27278
JAN i 2007
0; rt t. uµUr?y
furch.*-'Jn(l ar:r.? i n?t r3 ,^ tr,:e
Dear Ms. Jones,
B
The Recreation and Parks Advisory Council (RPAC) has not had the opportunity to address the recently
updated Space Study Report at a regular meeting. To attempt to respond to timelines established, we
have distributed the report. and conducted an email survey of RPAC members to determine their thoughts
on the section of the report related to the Recreation and Parks Department,
It is the feeling of RPAC, that the recommendation of the report Is a step in the right direction for the
Recreation and Parks Department, in moving the offices out of Hillsborough from the current location,
RPAC would advise that the entire Department be situated together at the Blackwood Farm (New Hope
Park) or at another location, rather than divided into two locations.
One of our members wrote the following; V do not understand why the 2006 draft report
recommended relocation of the Recreation and Parks staff, to two separate locations. To me, it is
Illogical to separate a relatively small'depart rent's administrative and operational components,
clearly, benefits of the co-location of Recreation and Park personnel atone facility would benefit
coordination offunction as well as save on overall facility costs, "
The path ahead for the Recreation and Parks Department certainly includes additional staff in both
operational and administrative functions. If the EMS facility will barely accommodate current space needs
for the department, it would seem to be shortsighted to plan to use the EMS facility for a permanent home
as the department expands.
Currently, staff at the Hillsborough location is crowded and competing with the noise and commotion
inherent in a recreation center facility. Parks staff at the rental facility will soon outgrow that location as
well. Further delays in planning for the relocation of the entire department will be detrimental to the
services the department is able to provide.
RPAC is prepared to meet with you and other members of your committee as may be necessary. We
took forward to the consideration of our views in the final draft of the Space Study Report.
Slnce ly,
Robb English; Chair
Cc: Laura Blackmon
Lori Taft
A+4-cat MZ-Ak 7 - &
Director.
Nancy Coston
December 20, 2006
ORANGE COUNTY DEPARTMENT OF SOCIAL SERVICES
Moses Carey, Jr., Chair
Orange County Board of Commissioners
P.O. Box 8181
Hillsborough, NC 27278
Dear Commissioner Carey,
Board of Directors:
Rosetta Wash, Chair
Valerie Fousbee
Karen Long
Joe Robbins
Harold Russell
As members of the Social Services Board we greatly appreciate the opportunity to comment on the
recently released space study. We have reviewed the study and have identified several issues we would
like to share with you.
The Department of Social Services is experiencing severe crowding in all of its currently available space.
We had hoped that the space study would provide relief for our clients and staff, but are now concerned
that this relief may be years away. Several factors as outlined below. have contributed to our current
situation:
1. The original space study in 2000 noted the need for more space at Social Services and since that
time the workload of the agency has increased greatly. As was recently presented at the joint
board meeting, the number of Food Stamp cases has increased by 103% and the number of
Medicaid cases has increased by 53% since 2001. Each of our offices is visited by an average of
over 50 clients per day who need to be interviewed in private settings.
2. Several staff positions have been added, most of them funded with federal and state dollars. In
2001, there were 133.5 full time equivalent positions. Now there are 154 employees of the
agency; eighty-three are located at the Richard E. Whitted Building, sixty-seven are located at the
Southern Human Services Building and four are located another sites.
3. The agency is facing staffing shortages, particularly in areas such as Food Stamps and Medicaid,
and has had to rely on temporary staff to assist with the workload. These positions are not
included in any of the space studies but must also conduct private interviews. The agency needs
additional staff resources to meet the increased public assistance demands but has no space for
more staff.
4. Space is needed for contractors and agency partners such as our financial counselors and
Employment Security Commission representatives who need to provide services at the agency.
5. The agency has recently received pilot funds for use with Work First clients. We have no room
for the job coaches, training programs and clients who are working for the agency. Not having
sufficient space could negatively impact the outcomes of the pilot.
300 West Tryon Street, P.O. Box 8181 - Hillsborough, NC 27278 - (919) 245-2800
2501 Homestead Road - Chapel Hill, NC 27516 - (919) 968-2000
I?
for b ?aca??°s
ORANGE COUNTY DEPARTMENT OF SOCIAL SERVICES
Director. Board of Directors:
Nancy Coston Rosetta Wash, Chair
Valerie Foushee
Karen Long
Joe Robbins
Harold Russell
Another concern for the Social Services Board is the agency's ability to meet the space standards set by
the State of North Carolina. The Department of Social Services is reviewed by the State Division of
Social Services to assure that adequate space is provided by the county to meet the needs of the clients.
We are due a review at this time and we will not be able to pass the review. The major failures will be
the agency's inability to provide private offices and interviewing space to assure that privacy is afforded
all clients visiting the agency. Failure to correct space deficiencies can result in the loss of financial
participation in our administrative costs. Failure to protect some of this information could also result in
very serious HIPPA violations. More important, however, is that the lack of adequate space creates an
inappropriate environment for persons who need to come to our agency and share very sensitive
information.
In addition to the lack of office space for individual workers, it has become almost impossible to
schedule meeting space or conference rooms to accommodate the increased number of client team
meetings and other meetings necessary to meet the agency's goals. This is complicated by the fact that
most of the offices in Chapel Hill are too small for the worker to meet with the clients and often the
worker must use a conference room to see a family. We are even struggling to find night meeting space
for our various classes for parents and for our prospective adoptive and foster parents.
We believe it is important for the county management to understand the financial resources available for
our department's space needs since these resources can help the county to meet its overall facility needs.
More information about these resources can be found in a report from our staff, which is enclosed with
this letter and by contacting Nancy Coston, the Social Services Director.
We have developed the following recommendations for the Board of Commissioners to consider:
1. Immediately begin plans to expand the human service space at Southern Human Services. With
the current and future needs anticipated at that complex it is farther recommended that two sites
be planned for huinan service expansion at that site. A second site will probably be needed in the
future and could possibly be combined with a justice center, if it becomes necessary for the
county to find a site for that facility in Chapel Hill. There is a considerable interaction between
the courts and human service agencies, particularly child welfare.
2. Find and develop space contiguous to the current site at the Richard E. Whiffed Human Services
building, which will allow for families to continue receiving services from numerous agencies at
one facility.
3. Allow Social Services to temporarily utilize the old Orange Enterprises site for a training center.
Funds for needed building renovations and furnishings can be partly financed through DSS
administrative funds and through the Work First pilot funds. In addition to providing meeting
space for the numerous training sessions and team meetings, this site could provide temporary
300 West Tryon Street, P.O. Box 8181 - Hillsborough, NC 27278 - (919) 245-2800
2501 Homestead Road - Chapel Hill, NC 27516 - (919) 968-2000
ao
,e
ORANGE COUNTY DEPARTMENT OF SOCIAL SERVICES
Director. Board of Directors:
Nancy Coston Rosetta Wash, Chair
Valerie Foushee
Karen Long
Joe Robbins
Harold Russell
space for some of the functions at the current DSS sites until additional space at the Whitted
Building or the Southern Human Services site can be provided.
4. Consider the use of the house at the Southern Human Services Complex only as an option for a
family center since it cannot be used for most of the staff and meeting functions of the
department.
In summary, we are very concerned that the overcrowding at Social Services is not seen as an immediate
priority in the space study. We urge you to reconsider the county's plan and to explore ways to address
these issues.
Again we thank you for the opportunity to comment on the space study and look forward to exploring
alternative solutions with you.
Sincerely,
Rosetta Wash, Chair
Social Services Board
cc: Valerie Foushee
Alice Gordon
Barry Jacobs
Mike Nelson
300 West Tryon Street, P.O. Box 8181 - Hillsborough, NC 27278 - (919) 245-2800
2501 Homestead Road - Chapel Hill, NC 27516 - (919) 968-2000
A"rnuvt- _*3
Memo
To: Laura Blackmon
From: Nancy Coston
Date: January 8, 2007
Re: Use of former Orange Enterprise Building
The Department of Social Services would like to use the former Orange Enterprise
Building on Valley Forge Road as a training center for Work First clients as well as
utilize space in it to relieve some of the immediate crowding at our two main sites. The
following outlines our vision of how we would utilize this space.
Work First staff offices: Provide office space for four permanent, four time-limited
and up to ten temporary staff involved in the various components of the Work First pilots.
Although the temporary staff could be in smaller spaces, the eight full time staff should
have traditional offices that allow for clients to be interviewed.
Classrooms/Conference rooms: Provide 3-5 meeting rooms. At least one would
need to be big enough to accommodate the Work First training (25 persons). These
rooms will be used for Work First training sessions as well as for child welfare team
meetings, independent living meetings for older foster children, group sessions for
adolescent parents, group training, for potential foster and adoptive parents, and group
training for parents in child protective service cases.
Family Rooms with observation areas: Provide two child-friendly family rooms
with an observation area between the family rooms. These rooms would be used to
observe foster children when they have visits with their parents. Since the agency often
provides for child care during the various evening training sessions, these rooms could
also be used for this purpose.
Large conference room: Provide one larger conference room for staff training and
for orientation of larger groups. This room could have a divider and also used for smaller
meetings.
Visiting office space: Provide smaller spaces that could be used by staff from
Chapel Hill and by outpost staff such as school social workers. This. would involve a
private space with telephones and computer access. This would also allow space for
contractors who are working with the agency.
Kitchen facility: Provide a kitchen that can be used with participants who are
engaged in life skills training. The kitchen only needs to be equipped like a residential
kitchen. Often the parent groups and older foster children have activities designed to
help them learn basic skills such as cooking and home management. Having an
appropriate facility would make this easier. This area could also be available to staff as a
lounge since most of these trainings occur after school or in the evenings.
as
Reception: Provide an adequate reception area to accommodate the clients who will
come to the building. This would probably be very few people waiting except when a
class is scheduled to begin. There will need to be a space for an office
assistant/receptionist in that area.
Storage: Provide space for bulk storage as well as some closets for equipment,
particularly the items used by the trainers. The bulk storage should include an area
appropriate to be a file room and other space that can be used for items such as car. seats
and cribs. This could probably all be accommodated in the current workshop area
without significant renovation.
This design would allow us to have some relief at the Whitted Building and would also
allow for some of the functions at Southern Human Services to occur there. Rooms for
seeing clients and for any meetings have become problematic at all sites.
Some of these functions occur in the evening so we would need to take appropriate
measures regarding building'security.
Our agency has pilot funds available through June 30, 2007, that could help with the
furnishing of the Work First office space. We also can receive reimbursement of part of
any renovation costs through our administrative procedures.
Please let me know if you have questions or if there are other actions I need to take
regarding this site. I look forward to working with you on finding solutions for some of
our pressing. space needs at Social Services.
Concept Plan 2006
Southern Human Services Campus
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-1 - Potential Sites (?l2 acres)
Orange County Planning and Inspections Department 2 - Senloj Center Under Constru Gtlon ('-4 acres}
OIS Map Prepared by Miriam Coleman, October 09, 2006 I
Projection: North Catalina Slate Plane (feet) 3 - Existing (?12 acres)
Datum: North American 1993 -- 1
4 Environmental Constraints (-6 acres